RFP # JJ REQUEST FOR QUALIFICATIONS (On-Call Preliminary Services)

Transcription

1 RFP # JJ REQUEST FOR QUALIFICATIONS (On-Call Preliminary Services) The Navajo Division of Transportation (Navajo DOT), is requesting qualifications from qualified firms to provide professional ON-Call Preliminary Services throughout the Navajo Nation in Arizona, New Mexico and Utah. Engineering services for these on-call projects include, but are not limited to: Archaeological, Environmental, Land Survey, Drainage, and Biological Services. The request for Qualifications (RFQ) process will identify and select a firm based on professional qualifications and selection criteria to provide professional On-Call preliminary study services. The Navajo Division of Transportation (NDOT), (hereinafter called the Owner) will be accepting Competitive Sealed Bids for the Request for Qualifications for On-Call Preliminary Services. NDOT RFP # JJ at the NDOT Transportation Complex at #16 Old Coalmine Road Tse Bonito, New Mexico, (Attention: Lyneve Begaye or Marlinda Littleman) Bidding Documents may be obtained at the following location: NDOT Transportation Complex at #16 Old Coalmine Road Tse Bonito, New Mexico, or downloaded online at Contact information: (Attention: Lyneve Begaye: lmbegaye@gmail.com (505) or Marlinda Littleman: mlittleman@navajodot.org (505) ) Each bid shall be submitted in accordance with the Instructions to Bidders and shall be accompanied by a Bid Security in the amount of five percent (5%) of the amount bid. The Successful Bidder must furnish a 100 percent Performance Bond and a 100 percent Payment Bond in accordance with the Instruction to Bidders and the General Conditions. Four (4) copies of the bid shall be included in a sealed envelope marked as follows: Bid of (Firms Name, Address and Phone Number) For: Request for Qualifications for On-Call Preliminary Services RFQ# JJ. *Bids are accepted from February 24, 2015 and are due by 4:00Pm on March 10, 2015 By submission of the bid, Bidder fully understands the requirements of the Contract Documents and agrees to comply with all requirements thereof. Wages paid on this project shall not be less than the minimum prevailing wage rates listed in the Contract Documents. Preference will be given to Navajo and other Indian-owned firms that qualify for preference pursuant to the Navajo Nation Business Opportunity Act (N.N.C. 201, et seq.) and the Navajo Preference in Employment Act (15 N.N.C. 601, et seq.). The NDOT reserves the right to waive any informalities or irregularities in the Invitation to Bid, or to reject any or all bids whenever such rejection is deemed in the best interest of the Owner.

2 SECTION 1 Overview A. General Information RFQ TITLE : General Service Agreement for On-Call Preliminary Services REQUEST FOR ON-CALL QUALIFICATIONS GENERAL SERVICE AGREEMENT FOR PROJECTS REQUIRING PRELIMINARY STUDIES 1. Type of Service The Navajo Division of Transportation (Navajo DOT) is requesting statement of qualifications from qualified Archaeological and Environmental Firm(s) to provide The Navajo Division of Transportation (Navajo DOT) is requesting qualifications from qualified firm(s) to provide professional On- Call preliminary services that include but are not limited to: archaeological clearances, legal and engineering land surveys and environmental assessments. The Request for Qualifications (RFQ) process will identify and select a qualified firm(s) based on professional qualifications and selection criteria to provide professional On-Call Preliminary Services. 2. Request for Qualifications Packet The instructions on the proposal preparation, required documents, eligibility requirements and evaluation criteria are provided herein (on pg. 6; section 4). Deliverables- All documents shall be written in a professional manner, organized in a neat and orderly manner, free of typographic, grammatical, and punctuation errors, including all pertinent information, tabulations, photos, charts, maps, graphs, etc. The consultant shall provide three (3) copies of the finalized and approved documents to Navajo DOT, four (4) copies shall be bound, and one (1) copy shall be submitted to Navajo DOT on read/write recordable disk utilizing Microsoft Word Format. All data obtained under this scope of work from initial to completion of the project shall become the property of Navajo Division of Transportation. 3. General Scope of Work (SOW) The selected firm(s) shall provide Navajo DOT with a full range of as-needed professional On-Call Preliminary services. It is the intent of Navajo DOT to issue specific project assignments or task orders, in writing, detailing the required services. Within one (1) working week of receipt, the firm(s) shall provide Navajo DOT an estimate of man-hours and a detailed fee proposal for the assigned task order. Qualifications detailing experiences directly relative to/with a general service agreement for professional archaeological and environmental services (that includes, but not limited to, surveying the 300ft wide survey corridor for cultural resources, inventorying those resources, and writing and obtaining a Cultural Resources Compliance Form (CRCS) from Navajo Nation Historic Preservation, Creating an Environmental Assessment obtaining Biological Compliance and Categorical Exclusions-Cat.Ex.) in accordance with all Federal, State and Local requirements including but not limited to: Archaeological Resources Protection Act (ARPA), National Register of Historic Places (NRHP), American Indian Religious Freedom Act (AIRFA), National Environmental Protection Act (NEPA), Navajo Nation Cultural Resources Protection Act (NNCRPA), Executive order 13007, Navajo Nation Jishchaa Policy, National Historic Preservation Act (NHPA). Public Hearings will also be held by the firm(s) for the proposed projects. Services will be funded by Navajo Nation General Funds, a.k.a., Navajo Nation Road Funds/Fuel Excise Taxes. Navajo Division of Transportation P a g e 1

3 4. Progress Reports- After Notice To Proceed has been issued by Navajo DOT, the Consultant shall submit detailed monthly progress reports summarizing work activities accomplished; including anticipated activates for the next thirty (30) days 5. Schedule of Activities Activities/Tasks: Dates: i. Advertisement February 24, 2015 March 10, 2015 ii. RFQ Submittal Deadline March 10, 2015 iii. Evaluation of Proposals & Firm(s) March 10, 2015 March 17, 2015 iv. Final Selection of Firm(s)(s) March 19, Inquires Questions, concerns or to request for additional information pertaining specifically for this RFQ will be directed to: Lyneve M. Begaye, Archaeologist, Navajo DOT-Department of Project Management; Telephone ; or Marlinda Littleman, Senior Programs and Projects Specialist, Department of Roads; Telephone ; 7. RFQ Submittal Deadline Proposals should be submitted on 8 ½ x 11 paper single or double spaced and printed on one or two sides with no more than 25 pages (each printed side counts as one page). Responses can be physically submitted to the following address by March 10, 2015, no later than 4:00 PM (local Window Rock, AZ, time): 6.1 UPS or FedEx Delivery: Navajo Division of Transportation Attention: Lyneve M. Begaye or Marlinda Littleman Navajo DOT Complex Building #6622 #16 Old Coal Mine Road Mentmore, NM U.S. Postal Mail: Navajo Division of Transportation P.O. Box 4320 Window Rock, AZ Attn: Lyneve M. Begaye or Marlinda Littleman Late, facsimiled or ed proposals is not accepted. These will be returned to the firm(s)(s) unopened and firm(s) responding as such shall be considered non-responsive. Navajo Division of Transportation P a g e 2

4 8. Addendum to the RFQ In the event it becomes necessary to revise any part of the RFQ, Navajo DOT shall issue a written addendum on the specifics of the change(s) and inform all concerned. The addendum must be acknowledged and retuned with the bid proposals. 9. Rejection of RFQ Navajo DOT reserves the right to reject any or all proposals and to waive informalities in the proposals received whenever such rejection or waiver is in the best interest of the Navajo Nation. 10. Proprietary Information Any restriction on the use of data contained within any proposal must be clearly stated in the proposal. Each and every page that contains proprietary information must be marked Proprietary. 11. Ownership of Proposals All materials submitted with the RFQ accepted for rating shall become the property of Navajo DOT and not returned to the firm(s). Navajo DOT has the right to use any or all information presented in the proposals subject to limitations outlined in paragraph 9 above. Disqualification or non-selection of a firm(s) or proposal does not eliminate this right. 12. Cost Incurred Navajo DOT is not liable for any cost incurred by the firm(s) prior to issuance of a signed contract award for services. 13. Contractual Obligation The contents of the RFQ may become part of contractual obligations of the contract award. Failure of the firm(s) to accept these obligations may result in cancellation of the award. 14. Evaluation Criteria Proposals accepted for rating shall be evaluated based on the criteria and 100 point system set forth in Section 4 Rating System on Evaluation Criteria. 15. Award of Contract Navajo DOT will retain the services of the top-rated firm(s)(s) on an as-needed basis. Upon selection, the firm(s) will be notified, however, no contract will be entered into until Navajo DOT is in need of such services. When a need is established by Navajo DOT, a Statement of Work (SOW) along with a fee estimate shall be prepared by the selected firm(s)(s) according to the authorization of services (AOS) proposal. Once the authorization of services proposal is accepted, contract can be executed. The AOS shall become effective from the executed date of the agreement between the Navajo Nation and the selected firm(s)(s) for a maximum of three (3) years. Master On-Call ASO shall also be valid for three (3) years. 16. Standard Contract The Navajo Nation reserves the right to incorporate contract provisions which are based on applicable requirements, such as, Navajo Nation Laws, Federal, State, and local requirements, etc. into the contract documents; including provision of the Navajo Business and Procurement Act, at 12 N.N.C. 1501et seq., and the Navajo Business Opportunity Act, at 5 N.N.C. 201 et seq. 17. Taxes All work performed and services provided within the territorial jurisdiction of the Navajo Nation is subject to the five percent (5 %) Navajo Sales Tax (24 N.N.C. 601 et seq.). Navajo Division of Transportation P a g e 3

5 18. Insurance The Navajo Nation will require the successful firm(s), at its sole expense, to procure and maintain adequate and sufficient insurance for all potential liability, such as, commercial general liability, automobile liability, worker s compensation, professional liability, errors and omissions liability, etc. 19. Disclaimer - The Navajo Nation's acceptance or review of any proposal shall not guarantee the execution of any contract, and the proposed contract shall be reviewed by all appropriate departments through the 2 N.N.C. 164 review process, including the Navajo Nation Department of Justice, for administrative and legal sufficiency, prior to execution by the Navajo Nation. The Navajo Nation reserves the right to reject any proposed contract prior to execution, for improprieties in the procurement process or applicable Navajo Nation or federal laws or regulations, or for failure to submit all requested documents or information. Section 2 RFQ Requirements and Selection A. RFQ Submission 1. Proposals must be submitted in a sealed envelope clearly marked, or in the subject line of submittals: a. General Service Agreement for ON-Call Preliminary Services RFQ# JJ b. The name of the firm(s) submitting the proposal shall be written legibly on the outside of the envelope. Please include the firm(s) s physical address and Principal Project lead name and title. 2. Proposal Standards: Upon submission of proposals, provided four (4) original copies of the proposal packets for the Evaluation Committee Members. Fit and finish of the proposal is important and professionalism in proposal presentation should not be neglected. Proposals shall be in flat bound to facilitate filing. Please do not submit proposals in loose-leaf 3-ring binders; these will be returned to the firm(s) un-rated. B. Proposal Review Process: Receipt of proposals will be verified on the due date specified. Navajo DOT will screen and evaluate proposals received in accordance to the following criteria. Proposals which fail this check will be rejected and returned to the firm(s) unrated. C. Proposal Evaluation 1. Proposals shall be evaluated and rated in accordance with the criteria outlined in Section 4 Proposal Content and Evaluation Criteria. 2. Navajo DOT will rate the proposals based on total points awarded and the top three qualified firm(s) with the highest rating and ranking will be determined as most responsive. Navajo DOT reserves the right to either interview the top three qualified firm(s) or directly select the best qualified firm(s). D. Award of Contract 1. When a need is established by the Navajo DOT, a SOW shall be prepared by Navajo DOT and presented to the firm(s) for negotiation. Once the fees are considered reasonable, an authorization of services contract with the firm(s) can be executed. The Navajo DOT will issue a Notice to Proceed to the firm(s) upon execution of the contract. No work shall be performed by the firm(s) until such notice is given by Navajo DOT. The Navajo DOT is not liable for any cost incurred by the firm(s) prior to issuance of a signed contract award for on-call engineering services Navajo Division of Transportation P a g e 4

6 Section 3 Scope of Work A. Description of Work The purpose of this request for qualification is to seek qualified consultant to provide archaeological and environmental services in support of the Navajo Nation Roadway Network. The firm(s) will provide archaeological inventory services, as well as biological and environmental assessments as required by NEPA regulations for projects funded by the various funding sources awarded and used by Navajo DOT. The selected firm(s) will assist Navajo DOT in making sure that all the compliances are obtained so that the Road Project may then be ready for commencement of maintenance and or construction activities. B. The ideal firm(s) will have extensive experience consisting of at least 10 years conducting archaeological and environmental assessments and have been successful in obtaining Cultural Compliance Forms, FONSI or Cat-Ex documents as well as the Required Water Quality Permits, and skilled in holding and offering Public hearings. Road Projects in need of preliminary clearances will complete services such as, but not limited to, the following: 1. Obtaining Permits with the Navajo Nation Historic Preservation Office 2. Obtaining compliance with the SHPO offices of Utah, New Mexico and Arizona. 3. Compiling legal documents for federal and tribal agencies (Programmatic Agreements, MOU, MOA, etc) 4. Tribal consultation 5. Addressing FHWA Section 4(f) provisions, as needed. 6. Records/Archival Research 7. Field Surveys 8. Land Surveys (Centerline Surveys, etc ) 9. Biological assessments 10. Environmental Assessments (EIS, Biological Assessments, Categorical Exclusions) 11. Class III pedestrian surveys (Class A-C permit coverage and compliance) 12. Mitigation Recommendations 13. GIS Mapping 14. Site Mapping (Anasazi, Navajo Historic Sites and related Cultural Resources that need to be documented) 15. Monitoring services (i.e. fencing off sites, preparing monitoring synopsis, on-site monitoring while maintenance is being performed by Navajo DOT Department of Road Maintenance or related entities and projects) 16. Project Report Compilation and Submittal 17. Developing and Obtaining 401 and 404, and 405 permit from the Army Corps of Engineers 18. Drainage Studies 19. Ethnographic analysis 20. Ethnographic compilation 21. Burials (researching lineage, handling funerary objects, handling human remains, re-internment) The amount allocated for the survey fees will be negotiated with the firm(s) found to be best qualified. A detailed SOW and cost for each project will be negotiated on an individual project basis through the Authorization for Service once funding has been approved. The project(s) will be conducted within the parameters and requirements of a negotiated contract. All projects will be subject to the availability of funding and nothing shall obligate the Navajo Nation to proceed with any or all of the projects. All work shall be Navajo Division of Transportation P a g e 5

7 accomplished in compliance will all State, Federal and Local laws, guidance, and regulations, including Navajo Nation Historic Preservation Department, Environmental Protection Agency, and Arizona, New Mexico and Utah State Historic Preservation offices, and All Navajo Nation Statutes regarding cultural resources and environmental and biological resources. Section 4 Proposal Content and Evaluation Criteria A. Qualification of the Firm(s). Proposals must specifically address and affirm(s) the following: 1. Comprehensive Letter of Interest that indicates why your firm(s) should be selected to provide a Three-Year General Service Agreement for General Service Agreement for On-Call Preliminary Services for Navajo DOT. 2. Evidence of insurance, such as Professional Liability Insurance. 3. Thorough Resume of personnel that will be involved in the task of completing projects, including professional qualifications and experiences. Include personnel of sub-consultants which will be utilized by the prime consultant. 4. Organizational Chart outlining the inter-relationship and line of communication between of the firm(s) and sub-consultants. 5. Comprehensive Summarization of professional capabilities to perform all or most aspects of the project(s) and recent experience(s) in archaeological and environmental survey services, and in and planning activities/task(s) comparable to the proposed SOW as listed in Section 3. a. Provide key personnel s professional qualifications, experience, and availability for the proposed archaeological and environmental survey services, planning work, professional reputation, integrity and competence, and their knowledge of State, federal and Local regulations, policies and procedures. 6. Detailed qualifications and experience of outside consultants who will be regularly engaged in the project and under consideration. 7. Summarization of capabilities of a branch office that will do the work, and/or personnel to perform independently from a home office. Provide a summary of the personnel s capability to obtain necessary support from the home office. The use of geographic location may be a selection criteria provided its application leaves an appropriate number of qualified firm(s), given the nature and size of the archaeological and environmental survey services and its ability to plan and thoroughly complete a project(s) or an assignment(s). B. Native American Personnel Additional consideration will be given to those firm(s) who will be utilizing Native American personnel in the task of completing projects. Provide full resume of Native American personnel, including professional licenses, qualifications and experience. Consideration will be based on the actual number of personnel who will be utilized in the completion of the task; and not on the ownership, nor percent ownership of the firm(s). Evidence that the consultant has made a good faith effort to meet Disadvantaged Business Enterprise (DBE) goals (49 CFR, 26.53) such as hiring of Native Americans to accomplish the proposed SOW. C. Experience Interested firm(s) shall provide complete evidence of experience and quality service rendered relative to similar projects (as listed under Section 3, B) on the Navajo Nation, other Indian Reservations and/or rural communities. Navajo Division of Transportation P a g e 6

8 Provide three (3) relevant references of archaeological and environmental assessments that the firm(s) has completed in the last three (3) years. Identify the year of the project completion and the owner/sponsor s contact person s name, title, telephone number and address. Projects which are referred to as having been accomplished by your firm(s) shall be projects which were managed by personnel who are currently on your firm(s) staff. Similarly, do not list projects or experience for individuals who were employed by another firm(s). Interested firm(s) and their sub-consultants shall also provide evidence of management capacity and scheduling, staff expertise, internal quality control and organization structure. D. Project Understanding, Familiarity and Interest Shown Demonstrated understanding of the project s potential problems and a method to address Navajo DOT s special concerns. Degree of interest shown in undertaking the project and the firm(s) familiarity with the Navajo DOT s Preliminary studies requirements E. Record of Past Performance Qualified firm(s) must demonstrate it has the administrative and technical capabilities to perform professional services (as listed under Section 3, B) on time, within budget, and provide seamless quality service and product. Capability to incorporate and blend aesthetic, Navajo Cultural concepts, and beliefs into the project report while accomplishing the basic requirements that are necessary to obtain the various compliances that are needed to complete the National Environmental Policy Act (NEPA) process and guidelines. Firm(s) must also demonstrate the capability to handle the workload, and demonstrate the ability to meet schedules or deadlines. Quality of completing the projects previously undertaken and capability to complete work without having major cost escalations or overruns. Qualified firm(s) shall demonstrate experience working with Navajo Nation Historic Preservation Department and both federal and tribal cultural resource protection policies (NNCRPA, ARPA, AIRFA, NHRPA, Antiquities Act, Section 106, Section 110, Section 4(f), etc), National Environmental Policy Act (NEPA), Navajo Nation Environmental Protection Agency, Navajo Fish and Wildlife, Navajo Water Code, Navajo Land Department (working with multiple land statuses), Bureau of Land Management, Bureau of Indian Affairs, and other various Navajo Nation agencies, and also must be able to provide: public outreach, and demonstrate, management experience, multi-land jurisdiction experience, and Archaeological mitigation experience. Navajo Division of Transportation P a g e 7

9 Section 5 Rating System on Evaluation Criteria Each proposal will be evaluated and rated as follows. Descriptions of the components are provided in Section 4 Proposal Content and Evaluation Criteria: ITEMS: POINTS: A. Qualifications of the Firm(s) 30 points B. Native American Personnel 15 point C. Experience 15 points D. Project Understanding, Familiarity and Interest Shown 15 points E. Records of Past Performance 25 points Total Points 100 points It is the intent of Navajo DOT to rank the firm(s) according to the responses submitted. Navajo DOT reserves the right to conduct detailed interviews, either by phone or in person, of at least three (3) top-ranked firm(s), if warranted. End of Request For Qualification Navajo Division of Transportation P a g e 8